Staff

Policies by Audience - Staff

TitleExcerpt
Reproductive Loss LeaveUSC employees who experience a reproductive loss will be provided time off to grieve.  All Policy Topics, Time Off and LeavesFaculty, Staff, Students7/15/20247/15/2024
Roof AccessThis policy seeks to reduce the inherent risks and dangers that building rooftops can present by limiting building rooftop access to Authorized Persons only.All Policy Topics, Health and SafetyFaculty, Staff, Students10/19/202310/19/2023
Licensing and CertificationThe University of Southern California (“USC” or “university”) is committed to providing an environment of excellence in the spirit of our Unifying Values. To uphold our commitment to excellence and to ensure the integrity and safety of staff, faculty, students and university stakeholders, the university has an obligation to ensure that all employees, faculty and staff, fulfill all certification, license, and registration requirements for their roles, based on their job classification or job dutiesAll Policy Topics, Faculty Workplace, General Employment, Staff Employment, Staff WorkplaceFaculty, Staff4/10/20234/10/2023
Service and Assistance AnimalThe purpose of this policy to articulate the conditions under which Service and Assistance Animals are permitted access to University grounds and facilities. All Policy Topics, Health and Safety, University Organization, Culture, and EthicsFaculty, Staff, student3/17/20233/17/2023
External Surveys and Rankings Data Management PolicyAll Policy Topics, University Organization, Culture, and EthicsFaculty, Staff2/1/20232/1/2023
USC Standards, Guidelines and Proceduresuncategorizedfacul, Staff2/10/20232/10/2023
Third Party Integrity and Accountability CodeAdministrative and Business Practices, All Policy Topics, Expenditures and Procurement, University Organization, Culture, and EthicsFaculty, Staff, Third-PartyCode12/1/202212/1/2022
Data Privacy PolicyThis policy represents USC’s commitment to respecting and protecting the privacy of its students, patients, faculty, staff, research subjects, and anyone from whom USC Personnel collect or receive Personal Information. The University is also committed to protecting the privacy of Personal Information within its direct and indirect control in a manner consistent with applicable laws, regulations, and University policies, procedures, and principles.All Policy Topics, Information Technology, Research, University Organization, Culture, and Ethicsdata, Faculty, privacy, research, Staff, student9/1/202211/27/2024
Bone Marrow and Organ Donation LeaveThe University of Southern California ("USC") provides eligible employees paid leave to donate an organ to another person and to donate bone marrow to another person. USC expects all employees, supervisors, Deans of Faculty, Department Chairs, and HR Partners to act in good faith when requesting and approving leaves of absence and time-off under this policy.All Policy Topics, Time Off and LeavesFaculty, Staff7/6/202211/18/2024
Single-use Plastics Elimination - Beverage BottlesThe purpose of this university-wide policy is to eliminate Single-use Plastic Beverage Bottles from campus and medical enterprise operations. By shifting procurement practices, prioritizing reuse and increasing waste diversion and reduction measures, over the next few years, USC intends to transition away from all Single-Use Plastic Beverage Bottles on campus and reach its zero waste goals.Administrative and Business Practices, All Policy Topics, Expenditures and Procurement, University Organization, Culture, and EthicsFaculty, Staff, Students, sustainability7/1/20224/22/2024
Paid Personal Holiday PolicyUSC values providing staff with time away from work to observe personal, religious, cultural, or related holidays and special events without the need to use their vacation time. The intention of this policy is to provide staff employees with a paid personal holiday for this purpose that may be used during times in which USC remains open.All Policy Topics, Time Off and LeavesStaff6/15/20227/11/2022
Gifts and Hospitality PolicyAs USC Employees, we are accountable for evaluating the G&H that are given and received in accordance with this policy. USC employees must ensure that giving or receiving G&H does not improperly influence or appear to improperly influence an individual’s decision-making abilities.All Policy Topics, Research, University Organization, Culture, and EthicsFaculty, research, Staff, Students5/11/202211/18/2024
Workers Compensation PolicyUSC is committed to maintaining a safe work environment for faculty, staff, student workers (including post-doctoral and graduate student workers), and volunteers ("Eligible Individual(s)”). The University follows an established Workers’ Compensation policy.All Policy Topics, General Employment, Staff EmploymentFaculty, Staff5/3/202211/18/2024
Political Site Visit and Eventsuncategorized, University Organization, Culture, and EthicsFaculty, Staff, Students3/4/202210/18/2024
Policy on PoliciesAll faculty, staff, students, and contractors involved in the development, approval, implementation, or maintenance of University Policies and related resources are expected to comply with this policy. This policy defines a University Policy, explains the relationship to related resources, and describes the key expectations, requirements, and methodology throughout the policy lifecycle, including development, maintenance, retirement, and archiving.University Organization, Culture, and EthicsFaculty, Staff, Students3/1/20228/8/2024
Collections Or Gifts-in-Kind AcquisitionsThe USC Acquisitions Policy exists to ensure that all collections acquisitions or gifts-in-kind to the University are transferred to University ownership according to all applicable laws, regulations, University standards, and museum artifact and works-of-art professional organization best practices.Facilities and EquipmentFaculty, Staff, Students11/24/20213/14/2024
Collections DeaccessionFacilities and EquipmentFaculty, Staff, student11/24/202111/18/2024
Collections LoansThe USC Collections Loans Policy exists to ensure that all collections, acquisitions artworks, artifacts, or manuscript materials are loaned or temporarily transferred to University ownership according to all applicable laws, regulations, University standards, and museum artifact and works-of-art and library and archives professional organization best practices.Facilities and EquipmentFaculty, Staff, Students11/24/202111/27/2024
Information Security Logging and MonitoringPlease view policy to access additional details.Information TechnologyFaculty, Staff11/4/202112/9/2022
Asset ManagementPlease view policy to access additional details.All Policy Topics, Information Technology, ResearchFaculty, research, Staff11/4/20212/15/2023
Clery Policy The requirements in this policy are designed to facilitate USC’s compliance with the “Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act of 1998,” (the “Clery Act”). The Clery Act requires USC to disclose specified crime report statistics on and near its campuses, to provide other safety and crime information to the campus community in an accurate, complete, and timely manner, and to maintain written policies and procedures implementing the Clery Act. Administrative and Business PracticesFaculty, Staff, Students9/28/20217/24/2023
Event, Gatherings and Tailgate Fencing PolicyThe university uses fencing of various heights to create a barrier or barricade to control the flow and capacity at an event. Fencing is also required when serving alcoholic beverages by the Department of Alcoholic Beverage Control (ABC) and Los Angeles Police Department (LAPD), the latter of whom signs off on ABC service permits.Administrative and Business PracticesFaculty, Staff, Students9/28/20213/14/2024
Face Covering PolicyHealth and SafetyFaculty, Staff, Students8/16/202110/18/2022
Athletics Student - Name, Image, and Likeness (NIL) PolicyThe vision of USC is to have the most student-athlete centered athletics program in the nation. In alignment with that vision, we support the ability of our student-athletes to earn compensation from third parties for the use of their name, image, and likeness (“NIL”), consistent with this Policy and California’s Fair Pay to Play Act. Administrative and Business PracticesFaculty, Staff, Students7/13/202111/18/2024
Cloud SecurityPlease view policy to access additional details.All Policy Topics, Information Technology, ResearchFaculty, research, Staff11/1/20192/15/2023
Secure Systems DevelopmentPlease view policy to access additional details.Information TechnologyFaculty, Staff11/1/20191/3/2023
Data ProtectionPlease view policy to access additional details.All Policy Topics, Information Technology, ResearchFaculty, research, Staff11/1/20192/15/2023
Security Awareness & TrainingPlease view policy to access additional details.Information TechnologyFaculty, Staff12/1/202012/9/2022
Information Risk ManagementPlease view policy to access additional details.Information TechnologyFaculty, Staff5/3/201912/9/2022
Security Incident ResponsePlease view policy to access additional details.Information TechnologyFaculty, Staff11/1/201912/9/2022
Endpoint SecurityPlease view policy to access additional details.All Policy Topics, Information Technology, ResearchFaculty, research, Staff5/3/20195/9/2024
Third-Party Security Risk ManagementPlease view policy to access additional details.All Policy Topics, Information Technology, ResearchFaculty, research, Staff12/1/20205/16/2023
USC Information Policies – Terms and GlossaryPlease view policy to access additional details.Information TechnologyFaculty, Staff5/3/20196/8/2023
Vulnerability & Patch ManagementPlease view policy to access additional details.Information TechnologyFaculty, Staff11/1/201912/9/2022
PassphrasePlease view policy to access additional details.Information TechnologyFaculty, Staff11/1/20195/16/2023
Network SecurityPlease view policy to access additional details.Information TechnologyFaculty, Staff11/1/201912/9/2022
Change & Release ManagementPlease view policy to access additional details.Information TechnologyFaculty, Staff5/3/201912/9/2022
Access ManagementPlease view policy to access additional details.Information TechnologyFaculty, Staff11/1/201912/9/2022
Acceptable UsePlease view policy to access additional details.All Policy Topics, Information Technology, ResearchFaculty, research, Staff, Students5/3/20197/23/2024
Scholarship and Grant AwardsThis policy governs the administration of scholarships and grants at the University of Southern California (USC). USC provides scholarships and grants to students consistent with donor specifications on the basis of financial need, merit, or both.All Policy Topics, Research, Student IssuesFaculty, research, Staff, Students11/4/20202/15/2023
Student RecordsThe University of Southern California maintains the privacy of student education records and allows students the right to inspect their education records consistent with the requirements of the Family Educational Rights and Privacy Act of 1974 (FERPA).Student IssuesFaculty, Staff, Students9/17/20099/17/2009
Research and Scholarship MisconductThis policy applies to research and scholarship carried out at USC involving any faculty (including part-time, adjunct and visiting), staff, trainee or students regardless of funding source, if any.All Policy Topics, Faculty Workplace, ResearchFaculty, research, Staff, Students7/31/20207/18/2023
Family and Medical Leave Act and California Family Rights Act LeaveAll employees who have been employed by the university at least 12 months by the start of the leave and have worked at least 1250 hours during the 12-month period immediately preceding commencement of the leave are eligible.Time Off and LeavesFaculty, Staff7/1/200210/31/2023
Disaster LeaveDisaster 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. Time Off and LeavesFaculty, Staff3/31/20173/31/2017
Funeral and Bereavement LeaveAll employees are eligible. Excluded are resource employees, per diem employees, postdoctoral scholars and those claiming student status, including teaching and research assistants. All Policy Topics, Time Off and LeavesFaculty, Staff11/15/20154/17/2023
Military LeaveThe Uniformed Services Employment and Re-employment Rights Act of 1994 (USERRA) provides for job and benefits protection for an individual who has left his/her job to enter service in the uniformed services of the United States and received an honorable discharge upon leaving the service.Time Off and LeavesFaculty, Staff7/1/200211/14/2024
Paid Jury DutyAn employee must notify his/her manager as soon as s/he receives a jury summons.Time Off and LeavesFaculty, Staff11/16/201511/16/2015
Paid Staff VacationAll benefits-eligible staff employees are eligible. Excluded are resource employees, per diem employees, faculty, postdoctoral scholars and those claiming student status, including teaching and research assistants.Time Off and LeavesStaff11/16/201511/18/2024
Paid Time Off – Witness Duty for the UniversityAn employee summoned to appear as a witness at an administrative or other legal proceeding involving the university will receive their regular pay for the time they are required to be absent from work.Time Off and LeavesFaculty, Staff2/15/20192/15/2019
Paid University HolidaysAll full-time staff employees are eligible. Excluded are resource employees, per diem employees, faculty, and those claiming student status, including teaching and research assistants; employees covered by a collective bargaining agreement are also excluded.Time Off and LeavesStaff11/16/20157/17/2023
Paid Winter RecessAll staff employees are eligible. Excluded are resource employees, per diem employees, faculty and those claiming student status (including teaching and research assistants).Time Off and LeavesStaff9/15/20159/15/2015
Election Leave PolicyUSC is committed to providing time-off for employees to serve as Election Day Officials or to vote in Statewide or Federal elections, without being disciplined because of their absence. USC encourages all employees to accept their civic responsibilities and is pleased to provide time-off to assist its employees. All Policy Topics, Time Off and LeavesFaculty, Staff7/1/200511/8/2022
Personal LeaveStaff employees who have completed one year of benefits eligible service prior to the date of the requested personal leave are eligible.Time Off and LeavesStaff4/1/20094/1/2009
Unpaid Accommodated Medical LeaveAll employees are eligible. Up-to-date certification from a qualified healthcare provider documenting the need for a medical leave is required. Time Off and LeavesFaculty, Staff6/29/20186/29/2018
Staff Parental LeaveAll staff employees are eligible for these unpaid leaves; excluded are those claiming student status (including teaching and research assistants).All Policy Topics, Staff Employment, Time Off and LeavesStaff7/1/202211/18/2024
School Activities LeaveUSC is committed to providing time-off for employees to participate in their children’s school activities in kindergarten through grade twelve (12), in licensed daycare facilities, and in activities conducted by a licensed childcare provider.All Policy Topics, Time Off and LeavesFaculty, Staff3/4/20167/25/2023
Unpaid Religious HolidaysAn employee wishing to take time off to observe a religious holiday must notify his/her manager at least 30 days prior to the holiday.Time Off and LeavesFaculty, Staff3/25/20163/25/2016
Leave for Victims of CrimeUSC is committed to providing unpaid leave and reasonable accommodations for employees who are victims and/or survivors of crime or abuse, including, but not limited to the crimes of domestic violence, sexual assault, or stalking, to attend legal proceedings and obtain other needed relief.All Policy Topics, Time Off and LeavesFaculty, Staff3/19/201911/6/2023
California Military Spouse Leave​​USC is committed to providing job-protected unpaid leave to employees who are spouses or registered domestic partners of military personnel who are home on leave during a period of military deployment, pursuant to the California Military & Veteran Code 395.10 All Policy Topics, Time Off and LeavesFaculty, Staff3/15/20167/15/2024
HIPAA BUS-701 Business AssociatesThe University of Southern California (USC) ensures that its business associates protect patients’ right to privacy consistent with USC's obligations under federal and state law and USC’s privacy policies.Administrative and Business PracticesFaculty, Staff11/15/201111/15/2011
HIPAA PAT-608 Breach NotificationUSC 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.Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff, Students11/30/20162/15/2023
HIPAA PAT-607 Mitigations and SanctionsIt 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.Administrative and Business PracticesFaculty, Staff, Students2/1/20192/1/2019
HIPAA PAT-606 Resolution of Patient ComplaintsIt is USC’s policy to provide a process for individuals to make complaints regarding USC’s compliance with the Privacy Rule.Administrative and Business PracticesFaculty, Staff, Students7/15/20147/15/2014
HIPAA PAT-605 Patient Requests to Receive Confidential CommunicationsIt is USC’s policy to accommodate a reasonable request by a patient to receive communications of Protected Health Information from USC by alternative means or at alternative locations, provided the procedures for requesting such accommodations as set forth below, are followed. Administrative and Business PracticesFaculty, Staff, Students7/15/20147/15/2014
HIPAA PAT-604 Patient Requests to Restrict Uses and Disclosures of Protected Health InformationUSC will consider requested restrictions. However, except in the limited circumstances described below, USC has no obligation to agree to any such request, nor is it required to cite a reason for refusing to do so.Administrative and Business PracticesFaculty, Staff, Students7/1/20157/1/2015
HIPAA PAT-603 Accounting of Disclosures of Protected Health InformationThis policy describes the process for responding to a patient’s request for an accounting of disclosures of his or her Protected Health Information.Administrative and Business PracticesFaculty, Staff, Students7/1/20157/1/2015
HIPAA PAT-602 Patient Requests to Amend Protected Health InformationExcept as set forth below, the University of Southern California (USC) recognizes the right of a patient to request an amendment to his or her Protected Health Information or a record about a patient maintained by USC in a “Designated Record Set.”Administrative and Business PracticesFaculty, Staff, Students7/1/20157/1/2015
HIPAA PAT-601 Access to Protected Health InformationThis 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.Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff, Students11/30/20162/15/2023
HIPAA RES-301 Uses and Disclosures of Protected Health Information for Research PurposesFederal and state regulations govern the protection of human subjects in research. While these regulations provide for some patient confidentiality protections, the HIPAA Privacy Rule adds additional privacy protections for human subjects and establishes the conditions under which protected health information (“PHI”) may be used or disclosed by the University of Southern California (USC) for research purposes.Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff, Students6/15/20142/15/2023
HIPAA CLIN-207 Security Risk Analysis and ManagementIn accordance with the HIPAA Security Rule, USC maintains a HIPAA security risk analysis and management program to assess and prioritize risks to the confidentiality, integrity and availability of Protected Health Information (PHI) and to respond, accept or remediate as appropriate. Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff, Students3/1/20162/15/2023
HIPAA CLIN-206 Minimum Security Standards for ePHI for KeckKeck Medicine of University of Southern California (Keck) recognizes that federal and California law require that Protected Health Information receive the highest level of access control and security protection in order to safeguard the confidentiality and protect the patients’ right to privacy of such information consistent with USC’s privacy policies.Administrative and Business PracticesFaculty, Staff, Students7/15/20147/15/2014
HIPAA CLIN-204 Facility DirectoryPurpose is to ensure that the maintenance of the facility directory at University of Southern California is in accordance with the HIPAA privacy regulations.Administrative and Business PracticesFaculty, Staff, Students11/15/201111/15/2011
HIPAA CLIN-203 Special Privacy ConsiderationsUSC recognizes that federal and California law require that certain categories of patient’s Protected Health Information receive additional privacy protections. Administrative and Business PracticesFaculty, Staff, Students6/15/20146/15/2014
HIPAA CLIN-202 Personal Representatives of PatientsA patient’s “Personal Representative” is the person who has the authority, under California law, to make health care decisions on behalf of the patient. Although there are exceptions, in general a person who has the capacity to make his or her own health care decisions does not have a Personal Representative.Administrative and Business PracticesFaculty, Staff, Students6/15/20146/15/2014
HIPAA CLIN-201 Use of Protected Health Information for Treatment Payment and Health Care OperationsUniversity of Southern California (USC) is permitted to use and disclose an individual's Protected Health Information for treatment, payment and health care operations, provided: USC gives patients a Notice of Privacy Practices (Notice), which describes the ways in which USC may use patients' PHI; USC makes a good faith effort to obtain written acknowledgement of receipt of the Notice; and USC only uses and releases the minimum amount of health information necessary when doing so for payment or healthcare operations purposes.Administrative and Business PracticesFaculty, Staff, Students11/30/201111/30/2011
HIPAA CLIN-200 Notice of Privacy PracticesThe University of Southern California (USC) is required to give all patients a Notice of Privacy Practices (Notice), which explains i) the ways that USC may use and release their health information; and ii) describes the patients’ rights with respect to their health information.Administrative and Business PracticesFaculty, Staff, Students11/15/201111/15/2011
HIPAA GEN-105 Disclosures of DeidentifiedThe University of Southern California (USC) may use or disclose de-identified health information without obtaining a patient’s authorization.Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff, Students11/15/20112/15/2023
HIPAA GEN-103 Public Policy DisclosuresUSC may use or disclose PHI for treatment, payment and health care operations without an individual’s authorization in accordance with USC HIPAA Policy CLIN – 201 and USC’s Notice of Privacy Practices, provided the individual has acknowledged receipt of USC’s Notice of Privacy Practices or USC has made good faith efforts to obtain the individual’s acknowledgement of receipt.Administrative and Business PracticesFaculty, Staff, Students11/15/201111/15/2011
HIPAA GEN-102 When to Obtain AuthorizationsThe University of Southern California (USC) may use and disclose an individual’s Protected Health Information (PHI) only pursuant to a written Authorization of the patient or the patient’s Personal Representative with the following exceptions.Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff, Students11/15/20112/15/2023
HIPAA Privacy Rule: Education of Covered WorkforceIt 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.Administrative and Business Practices, All Policy Topics, University Organization, Culture, and EthicsFaculty, Staff, Students11/30/20163/28/2023
Intellectual PropertyThe purpose of this Policy is to educate members of the University community about their rights and responsibilities regarding intellectual property.Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff, Students4/3/20012/15/2023
Equipment PolicyTo establish procedures for the management and control of equipment owned by or in the possession and custody of USC. This includes the acquisition, identification, recording, use, care, maintenance, disposition, and reporting of U.S. government and contractor-owned equipment held by the university. These procedures are established to comply with federal regulations with respect to government equipment for which the university is responsible and accountable.All Policy Topics, Facilities and Equipment, ResearchFaculty, research, Staff8/31/20152/15/2023
University Sponsored Advertising and SponsorshipsTo protect and present an appropriate and consistent image, the university restricts the advertising of, or sponsorship agreements involving, certain products and services.Administrative and Business PracticesFaculty, Staff12/15/201611/15/2024
Records ManagementAll units of the university are responsible for ensuring appropriate use, retention and destruction of university records by establishing and following record management practices consistent with this policy.Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff8/15/20086/9/2023
Protection of Social Security Numbers and Other Restricted InformationUSC 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.Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff1/31/20172/15/2023
Protection of Consumer Financial Information—Under the Gramm-Leach-Bliley ActUSC is committed to protecting the privacy of non-public customer information.Administrative and Business PracticesStaff4/7/20044/7/2004
Payment Card Industry Data Security StandardsThe university is committed to compliance with the Payment Card Industry (PCI) Data Security Standard, a standard adopted internationally by the major credit card brands (e.g., Visa, MasterCard, Discover, and American Express) to protect credit card data, regardless of where that data is processed or stored (“PCI Standard”).Administrative and Business PracticesFaculty, Staff5/15/201511/21/2024
Joint VenturesThe objective of this policy is to protect the university’s tax-exempt status in situations in which the university may enter into a joint venture with one or more parties that are not exempt from federal income taxation. Administrative and Business PracticesFaculty, Staff6/18/20096/14/2024
International Collaborations and Export ControlsUSC 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.Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff, Students3/31/201711/19/2024
Human Anatomic Materials ProcurementUSC is committed to ensuring that human anatomical materials used for academic purposes meet all applicable regulatory and safety requirements.Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff, Students9/15/20142/15/2023
BiorepositoriesUSC encourages the creation of repositories (sometimes called biorepositories, registries, banks, or libraries) that provide access, for use in future research, to data and human biospecimens.Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff8/17/20122/15/2023
Affiliated OrganizationsConsistent with its tax-exempt purposes, the university may, from time to time, establish affiliates that operate as separate organizations.Administrative and Business PracticesFaculty, Staff6/18/20096/14/2024
Acceptance of Summons, Complaints and SubpoenasFaculty and non-faculty employees must exercise care when presented with any documents concerning legal actions in which the university or its employees are involved.Administrative and Business PracticesFaculty, Staff11/15/200211/14/2024
Weekday Football Game ProtocolThese guidelines have been developed for the purpose of establishing the university’s expectations regarding the management of weekday football games.Facilities and EquipmentFaculty, Staff, Students4/12/201310/31/2022
Space Planning and ManagementUSC’s physical facilities, like its personnel and financial assets, are resources to be planned, managed and maintained in a manner which most contributes to the university’s dual missions of research and instruction.Facilities and EquipmentFaculty, Staff, Students7/1/20087/1/2008
SignageAll 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.Facilities and EquipmentFaculty, Staff, Students8/21/201711/15/2024
Galen Event BookingAs the managing unit for the USC Galen Center, the Athletic Department works with the university community, our neighbors, and local and national entertainment organizations to insure the booking of quality and appropriate events in the center.Facilities and EquipmentFaculty, Staff8/8/200811/15/2024
Travel CardsUSC staff and faculty are eligible for a Travel Card provided they meet the following criteria: Have active employment status, in good standing.All Policy Topics, Expenditures and Procurement, ResearchFaculty, research, Staff10/12/20172/15/2023
Travel ExpendituresThe purpose of the policy is to ensure travel expenditures are reasonable, customary, and necessary to conduct official university business.All Policy Topics, Expenditures and Procurement, ResearchFaculty, research, Staff, Students4/26/20192/15/2023
Suppliers and CompetitionThe purpose of this policy is to ensure the best overall value to the university for the expenditure of funds; this includes the use of preferred suppliers, establishes USC’s competitive bidding requirements, and identifies other supplier requirements.Expenditures and ProcurementFaculty, Staff3/2/202111/14/2024
Sponsored Project Funded Expense Provisions (Expenditures)The purpose of this policy is to ensure controls for sponsored project funded expense provisions. When expenses are to be charged to a sponsored project account, the terms of the applicable contract or grant will take precedence over university expenditure policies.All Policy Topics, Expenditures and Procurement, ResearchFaculty, research, Staff, Students11/30/20152/15/2023
ReimbursementsUniversity community members incur various types of expenses as they perform tasks and duties that support the operations of the university and further its mission. All Policy Topics, Expenditures and Procurement, ResearchFaculty, research, Staff, Students4/23/20202/15/2023
Recruitment and Relocation ExpendituresThis 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.Expenditures and ProcurementFaculty, Staff5/15/20185/15/2018
Purchasing and Signature AuthorityThe purpose of this policy is to control the commitment of university funds, including purchasing and contracting activities.All Policy Topics, Expenditures and Procurement, ResearchFaculty, research, Staff9/15/201411/14/2024
Procurement CardsThe 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.All Policy Topics, Expenditures and Procurement, ResearchFaculty, research, Staff10/12/20177/24/2023
Membership Expense and Restrictions (Expenditures)The purpose of this policy is to establish guidelines for payments and reimbursements for memberships.All Policy Topics, Expenditures and Procurement, ResearchFaculty, research, Staff11/30/201512/6/2024
Invoice PaymentsWhen the purchase of goods and services is authorized by a purchase order, the supplier must provide an invoice for payment.Expenditures and ProcurementFaculty, Staff9/15/201411/15/2024
Independent ContractorsThe Internal Revenue Service requires the university to properly classify independent contractors. This policy and the accompanying independent contractor website (see below for link) identify the steps, documents and processes necessary to ensure proper classification of and subsequent payment to independent contractors.Expenditures and ProcurementFaculty, Staff1/3/20124/17/2024
Expense Business Purpose and ApprovalsAll university expenses must be necessary and reasonable in terms of price and purpose. Therefore, each university reimbursement and payment request must be supported by a written business purpose, regardless of the item, type of service, amount or form of payment.All Policy Topics, Expenditures and Procurement, ResearchFaculty, research, Staff8/26/20192/15/2023
School and Department CommitmentsMany schools make commitments with their chairs or department/division directors which are incorporated in the operating budget.Finance and BudgetFaculty, Staff10/5/200511/21/2024
Recharge CentersUSC schools, academic departments and other university divisions (units) may establish a recharge center (RC) to provide goods and/or services to university activities, programs and organizations.All Policy Topics, Finance and Budget, ResearchFaculty, research, Staff9/15/20112/15/2023
Indirect Cost RateWhen conducting sponsored projects, USC is required to apply the appropriate Facilities and Administrative (“F&A”) rate (also referred to as the “Indirect Cost Rate”) to the appropriate direct cost base for each project.All Policy Topics, Finance and Budget, ResearchFaculty, research, Staff4/23/202011/15/2024
Cost-SharingThe sponsor’s award document normally includes the form and the amount of the cost-sharing commitment or it may reference the proposal submitted to the funding agency.All Policy Topics, Finance and Budget, ResearchFaculty, research, Staff, Students5/1/199711/15/2024
Borrowing and Lending FundsThis policy outlines the rules required for the borrowing or lending of funds by any school or department within the university.Finance and BudgetFaculty, Staff10/5/200512/5/2023
Vehicle/Driver RequirementsThis 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.Health and SafetyFaculty, Staff11/15/201711/27/2024
Unmanned Aerial Systems (drones)Due to potential risks to safety, security and privacy, USC generally prohibits operations of an Unmanned Aerial System (UAS; commonly known as a drone) on or above USC property or in connection with a USC-sanctioned or affiliated event or activity, including commercial, recreational, hobbyist, or other uses.All Policy Topics, Health and Safety, ResearchFaculty, research, Staff, Students3/1/201611/15/2024
TailgatingTailgating 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.Health and SafetyFaculty, Staff, Students8/15/201711/19/2024
Smoke Free PolicyThe 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.Health and SafetyFaculty, Staff, Students1/10/201711/15/2024
Research Personnel ProtectionSafety is a core value at USC. The university is committed to advancement of an institutional safety culture, with strong programs of personal safety, accident and injury prevention, wellness promotion, and compliance with applicable environmental and health and safety laws and regulations.All Policy Topics, Health and Safety, ResearchFaculty, research, Staff, Students7/2/20202/15/2023
Protecting MinorsThe 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.All Policy Topics, Health and Safety, University Organization, Culture, and EthicsFaculty, Staff, Students6/25/201811/15/2024
Minors in Laboratories and ShopsUSC encourages and actively promotes creative education, hands-on workshops, and the mentoring of minors (children under 18) who attend educational events on USC campuses. All Policy Topics, Health and Safety, ResearchFaculty, research, Staff6/30/202012/6/2024
Mandated ReportersMandated Reporters have an individual duty to report known or suspected abuse or neglect relating to children, elders, or dependent adults. Any employees whose positions are designated by the state of California as Mandated Reporters must understand what they are required to report, when it must be reported, and to whom. Summary information regarding the three categories of mandated reports is provided below.All Policy Topics, Health and Safety, Staff Workplace, University Organization, Culture, and EthicsFaculty, research, Staff11/1/201511/15/2024
Injury and Illness PreventionUSC is committed to excellence in environmental health and safety stewardship on our campuses and in the larger USC community. This policy outlines safety responsibilities and requirements placed on all USC personnel (faculty, staff, students, contractors, and volunteers)—to support injury and illness prevention, maintain a safe and healthful workplace, and ensure individual and institutional compliance with relevant environmental health and safety regulations.All Policy Topics, Health and Safety, ResearchFaculty, research, Staff, Students7/30/201312/5/2024
Hazardous Waste Management (Environmental Management)The purpose of this policy is to protect the health and safety of university faculty, staff, students and visitors through safe handling and disposal of chemical, infectious, and radioactive wastes; to reduce the potential environmental liabilities and costs of hazardous waste disposal; and to help ensure that hazardous wastes are disposed of in accordance with all applicable regulations.All Policy Topics, Health and Safety, ResearchFaculty, research, Staff, Students3/15/200411/19/2024
Emergency ManagementThe 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.Health and SafetyFaculty, Staff, Students9/15/20162/16/2022
COVID-19 Vaccination ProgramThe purpose of the COVID-19 Vaccination Program is to protect and support the health and safety of the USC Community including the University’s faculty, staff, students, and patients.Health and SafetyFaculty, Staff, Students4/26/202111/15/2024
COVID-19 Testing PolicyTo protect and support the health and safety of the USC Community by surveillance testing faculty, staff and student populations for potential COVID-19 infection, and to use this information to prevent, reduce, track and contain the transmission of COVID-19 at USC.Health and SafetyFaculty, Staff, Students5/3/202111/20/2024
Campus AccessThe university reserves the right to restrict or prohibit access to university property and to prohibit certain activities on campus.Health and SafetyFaculty, Staff, Students1/14/20134/24/2024
Reporting WrongdoingUSC requires faculty, staff, students, volunteers and others affiliated with the university to report suspicion of wrongdoing promptly to the proper authorities for investigation.University Organization, Culture, and EthicsFaculty, Staff, Students6/22/201210/16/2023
Relationships with IndustryThe purpose of this policy is to: Support USC’s standard of maintaining a culture of ethics in its business relations and to minimize conflicts of interest and the appearance of impropriety in our relationships with pharmaceutical companies, biotechnology companies, device and medical equipment manufacturers and other healthcare suppliers (“Industry”).Research, University Organization, Culture, and EthicsFaculty, research, Staff, Students9/8/200911/15/2024
Prohibited Discrimination, Harassment, and RetaliationUSC’s Policy on Prohibited Discrimination, Harassment, and Retaliation incorporates a University-wide approach to preventing and responding to discrimination and harassment on the basis of protected characteristics, retaliation, and specific forms of harassment based on sex: sexual assault, dating violence, domestic violence, stalking, and related forms of conduct.University Organization, Culture, and EthicsEEO-TIX, Faculty, Staff, Students, Title 9, Title IX, Title nine8/14/20208/3/2022
Political ActivityUSC, as an institution, will not participate in (including the publishing or distributing of statements) any political campaign on behalf of (or in opposition to) any candidate for public office (collectively, “Political Statements”) and no employee or agent of USC is authorized to make any Political Statement, or expend any university funds for or against a candidate, on USC’s behalf.All Policy Topics, Research, University Organization, Culture, and EthicsFaculty, research, Staff10/2/20022/12/2024
Institutional Conflict of Interest in ResearchThe objective of this policy is to promote the highest ethical standards in the conduct of research in situations where institutional conflicts of interest (“ICOI”) may occur, and to determine those instances when an ICOI is unacceptable.All Policy Topics, Research, University Organization, Culture, and EthicsFaculty, research, Staff, Students9/1/200911/15/2024
Gift Acceptance and Campaign CountingAll 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.Administrative and Business Practices, University Organization, Culture, and EthicsFaculty, Staff, volunteer11/15/201810/2/2023
Fundraising CoordinationThe generosity of alumni, friends, grateful patients, corporations and foundations plays a vital role in supporting USC’s mission of excellence.Administrative and Business Practices, University Organization, Culture, and EthicsFaculty, Staff11/15/20187/13/2023
Disability AccommodationsThe university is committed to the full accessibility of our campus, programs and activities to individuals with disabilities.University Organization, Culture, and EthicsFaculty, Staff, Students1/11/201610/23/2024
Conflict of Interest and Commitment PolicyAll employees are expected to adhere to the highest ethical standards in their professional and business practices. In order to meet these obligations, all faculty and staff should avoid conflicts of interest that may exist between outside activities and obligations to the university.All Policy Topics, Research, University Organization, Culture, and EthicsFaculty, research, Staff8/14/201511/15/2024
Investigation of Non-Protected Class Conduct in Violation of University PolicyThe 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.University Organization, Culture, and EthicsFaculty, Staff5/15/201811/13/2024
Misappropriation of University AssetsIt is the responsibility of every university employee, regardless of rank or job title, to safeguard university assets and to report any suspected misappropriation of university assets.All Policy Topics, Research, University Organization, Culture, and EthicsFaculty, research, Staff7/1/20086/4/2024
Cooperation with Compliance InvestigationsEvery 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.All Policy Topics, Research, University Organization, Culture, and EthicsFaculty, research, Staff7/1/201611/15/2024
USC Drug-FreeThe Federal Drug Free Workplace Act of 1988 and the Drug Free Schools and Communities Act and its amendments of 1989 (Public Law 101-226, 20 U.S.C. 1011i) require all federal grant recipients to certify a drug-free environment.Health and SafetyFaculty, Staff, Students2/7/201911/18/2024
Financial Conflict of Interest in ResearchThe purpose of this policy is to promote the highest ethical standards in situations where conflicts of interest may occur in the conduct of research.All Policy Topics, Research, University Organization, Culture, and EthicsFaculty, research, Staff, Students3/1/201311/14/2024
USC Integrity and Accountability CodeAt the University of Southern California, ethical behavior is predicated on two main pillars: a commitment to discharging our obligations to others in a fair and honest manner, and a commitment to respecting the rights and dignity of all persons.All Policy Topics, University Organization, Culture, and EthicsFaculty, Staff, Students12/1/20216/12/2024
Violence-Free Campus and WorkplaceThe university’s goal is to enhance the safety of all USC campuses, facilities, activities, and events so that students, faculty, staff, patients and visitors can work, learn and receive health care in an environment free from violence and threats.Health and SafetyFaculty, Staff, Students7/30/201311/14/2024
Paid Sick TimeIn the event of a discrepancy between this policy and a collective bargaining agreement, the terms of the collective bargaining agreement will govern.Time Off and LeavesFaculty, Staff7/1/20169/19/2024
Wage and HourThis document provides a general outline of the University’s policies regarding compensation, timekeeping, rest and meal period requirements, overtime pay and work schedules. The University abides by all applicable federal, state and local laws and regulations concerning employee compensation, including all minimum wage and salary requirements and pay regulations.Staff WorkplaceFaculty, Staff1/22/20219/1/2023
Terms and Conditions of EmploymentFor non-faculty employees, employment and compensation with the University of Southern California are at-will and therefore may be terminated, with or without cause, at any time without prior notice, at the staff employee’s or the university’s option.Staff Employment, Staff WorkplaceStaff4/1/200911/14/2024
TerminationsEmployment at the university is with the mutual consent of the staff employee and employer and either party may terminate the relationship at-will, with or without advance notice, and with or without cause. Staff Employment, Staff WorkplaceStaff4/1/20094/1/2009
Staff Disciplinary PracticesAny action by a USC staff employee contrary to the university’s mission, operations or policy may trigger disciplinary action.Staff WorkplaceStaff6/29/201811/18/2024
Staff Complaint ProcessIf a staff employee is unable to resolve employment-related concerns after consultation with his/her manager and/or HR Partner, s/he may escalate the complaint under the Staff Complaint Process described in this policy.Staff WorkplaceStaff6/15/201511/14/2024
Staff BenefitsAll staff employees who work at least 50% time are eligible to participate in university benefit plans. The university contributes a fixed number of dollars towards benefits for its staff employees; any costs beyond university contributions must be paid for by the staff employee. Staff Employment, Staff WorkplaceStaff4/1/20094/1/2009
Performance EvaluationsWritten 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.Staff WorkplaceStaff5/30/20185/30/2018
Paid University ServiceDepartments must allow staff employees to participate in officially sanctioned university service activities during regular paid work hours.Staff WorkplaceStaff6/15/20186/15/2018
Layoffs and ReorganizationsThis policy is Exhibit A of the University of Southern California Severance Pay Plan. It applies to all benefits-eligible staff employees; excluded are per diems, resource employees, temporary employees, faculty, those claiming student status, and staff employees who were employed for a specific period of time only where an end date was communicated in writing to the staff employee at the time of hire or during employment.Staff Employment, Staff WorkplaceStaff6/19/20206/19/2020
Employee DefinitionsThere are two classifications of employees: non-exempt and exempt. All employees are classified as non-exempt unless the duties performed meet criteria established under federal and state regulations that would allow the employee to be classified as exempt.Staff Employment, Staff WorkplaceFaculty, Staff6/11/20106/11/2010
Agreement to Arbitrate ClaimsAll newly hired or rehired staff employees and existing staff, who voluntarily transfer to new positions (voluntary transfers) or are promoted within the university into posted positions, are required to enter into a written Agreement to Arbitrate Claims (“Agreement”) as a condition of employment, transfer, or promotion.Staff WorkplaceStaff11/15/201311/15/2013
Recruiting and HiringThe university is committed to attracting, securing and retaining a diverse and inclusive pool of the most highly qualified individuals available for all university positions, in accordance with the principles of affirmative action and equal employment opportunity. Staff WorkplaceFaculty, Staff2/15/20192/15/2019
Providing Employment ReferencesThe university operates as a single employer and has the right and responsibility to share among university departments accurate employment information concerning the job history and performance of current or former staff employees.Staff Employment, Staff WorkplaceFaculty, Staff12/1/201111/14/2024
Training Requirements and OpportunitiesTo 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. General EmploymentFaculty, Staff6/15/201811/14/2024
Tuition Assistance BenefitThe university provides the TAB program to assist eligible employees with educational expenses for themselves and their eligible dependents. General EmploymentFaculty, Staff1/1/201911/14/2024
Hiring Foreign Nationals and Immigration Employment SponsorshipThe process of employing foreign nationals (as faculty, staff, or employees claiming student status) involves federal rules and regulations that, if not carefully followed, can result in severe penalties to both employee and employer.All Policy Topics, General Employment, ResearchFaculty, research, Staff12/1/201111/14/2024
Employee RecordsThe university maintains personnel information for each employee to ensure a complete, accurate and current record of documents related to the job and employment status of an employee.General EmploymentFaculty, Staff2/25/20197/25/2023
Background ScreeningThe university conducts background screening, including screening for criminal convictions, on all applicants after a conditional offer of employment, and as a condition of employment.General EmploymentFaculty, Staff8/14/20209/18/2024
Appropriate Attire and AppearanceEmployees must report to work dressed appropriately and according to the requirements of the position and department; good grooming and personal hygiene are expected. General EmploymentFaculty, Staff6/29/20186/29/2018
Missing Student InformationUSC supports the health and safety of all students. This policy and procedure has been developed to assist in locating students who reside in on-campus and university-owned housing and who have been determined by USC to be missing. Student IssuesFaculty, Staff, Students11/15/201311/15/2013
Fitness-for-Duty EvaluationStaff are expected to manage their health in such a way that they can safely and effectively perform their essential job functions and to discuss with their supervisor any circumstances that may impact their ability to do so. Staff Employment, Staff WorkplaceFaculty, Staff1/1/200811/14/2024
Alternative Workweek SchedulesAn alternative workweek schedule is defined as one in which a non-exempt staff employee is scheduled to regularly work in excess of eight hours in any workday. Time Off and LeavesStaff1/11/20211/11/2021
Lactation AccommodationsThe university demonstrates its support of working parents in many ways, including generous leave policies for new parents, subsidized child care programs, and other policies and resources designed to enhance work-life balance throughout the life of a family. General EmploymentFaculty, Staff1/11/20211/11/2021
Facilities and Construction ProjectsThese work authorization and purchasing guidelines apply to painting and carpeting projects budgeted at $25,000 or less. Projects in excess of $25,000 will be managed by Capital Construction and Development (CCD) and will adhere to guidelines applicable to large projects.Facilities and EquipmentFaculty, Staff8/15/201111/14/2024
Diverse Supplier GuidelinesThe Department of Supplier Diversity Services works in tandem with Procurement Services to provide maximum procurement opportunities for Diverse Suppliers.All Policy Topics, Expenditures and Procurement, ResearchFaculty, research, Staff1/2/200611/14/2024
Bank AccountsNo 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. Finance and BudgetFaculty, Staff6/25/20186/25/2018
Pets on University PropertyThe intent of this policy is to maintain the university as a productive, safe, and clean environment in which to study, conduct research, work and visit.Health and SafetyFaculty, Staff, Students2/1/20062/1/2006
University SignatureThis policy identifies who is authorized to enter into Agreements on behalf of the University and how authorized individuals may delegate signature authority. This policy also outlines conditions that must be met before any Agreement on behalf of the University is signed and the use of electronic signatures.Administrative and Business Practices, All Policy Topics, ResearchFaculty, research, Staff8/3/20108/23/2023
Accounting and Auditing Complaint ReportingIn order to adhere to the highest standards of integrity, the university encourages employees to submit complaints regarding accounting, internal accounting controls, or auditing matters or concerns (“Accounting Matters”).University Organization, Culture, and EthicsFaculty, Staff12/15/20114/24/2024