Human Resources Policies

The Duke Human Resources Policy Manual offers comprehensive details about Duke’s Human Resources policies, procedures and forms. The policy manual provides supervisors and staff with access to uniform information in order to assure equitable and consistent application of the policies. Duke HR policies are to be approved, published and distributed in designated publications and web locations.

The Human Resources Policy Manual is designed to serve the following needs:

To provide access to pertinent resources necessary for successful employment;
To foster communication and promote understanding between staff and their supervisors;
To provide a review of Duke’s human resource policies, procedures, and benefit programs;
To assist in the development of sound and consistent human resource practices and resources with the Duke community.

Policy Title	Summary	Audience
Americans with Disabilities Act	Statement about compliance with ADA and Rehabilitation Act.	Faculty, Staff
Arrest or Conviction Policy	Requires employees to immediately report an arrest/conviction of a misdemeanor or felony.	Faculty, Staff
Availability for Work	Requirements for notification and approval of scheduled or unscheduled time off.	Faculty, Staff
Benefits in Retirement	Eligibility requirements for staff to participate in benefits after retirement.	Faculty, Staff
Bereavement/Funeral Leave	Criteria for university staff using leaving leave for bereavement/funeral.	Faculty, Staff
Building and Facilities Access	Facilities are equipped with access authentication devices per Facilities Governing Principles. (link included in policy)	Faculty, Staff
Compliance Policy	Requirements to comply with all laws and regulations and resources to contact if concerns or questions.	Faculty, Staff
Confidentiality Policy	Requires staff to comply with Duke Confidentiality Agreement.	Faculty, Staff
Conflict of Commitment	Any faculty member who performs research under an agreement stipulating that a specified percentage of his or her total effort will be devoted to that project must be able to demonstrate he or she is in compliance with that requirement. Last Updated: July 2019 (Conflict of Interest / COI)	Faculty, Staff
Conflict of Interest or Commitment Policy	Requirements to ensure no conflict of interest (COI) or commitment interferes with their role at Duke.	Faculty, Staff
Consensual Relationships	Statement about relationships between supervisors and staff.	Faculty, Staff
Continuous Service Date	Requirements for calculation of continuous service credit with Duke.	Faculty, Staff
Corrective Action Guidelines and 12-Month Rolling Period	Corrective actions for when a staff has several instances of unscheduled time off or tardiness in a rolling 12-month period.	Faculty, Staff
Criminal Drug Conviction	Inform supervisor within seven calendar days if convicted of violating a criminal drug statute at the workplace.	Faculty, Staff
Disability and Impairment	Contact information for Employee Occupational Health and Wellness or Disability Management System Office for assistance.	Faculty, Staff
Dispute Resolution Process	Process for addressing a concern and/or disagreement relating to employment policies.	Faculty, Staff
DUHS: Paid Time Off Policy	DUHS staff relating to all paid time off.	Faculty, Staff
Duke Identification	Requires employees to wear Duke badges at all times on campus.	Faculty, Staff
Educational Allowance for Long-Term International Assignment	Eligibility requirements for an educational allowance during the international assignment.	Faculty, Staff
Eligibility for Benefits	Eligibility requirements for benefits for university and health system staff and dependents.	Faculty, Staff
Eligibility for Rehire	Supervisor's responsibility for determining whether a staff member is eligible for rehire upon termination.	Faculty, Staff
Employment Status & Eligibility	Definitions of employment status and related benefit categories.	Faculty, Staff
Enrolling & Making Changes in Benefits	Deadlines for enrolling and making changes to benefits based on different events.	Faculty, Staff
Equal Opportunity and Affirmative Action	The Office for Institutional Equity is responsible for preparing the University's annual affirmative action plan, and for implementing and monitoring the Equal Opportunity Policy. Duke University prohibits discrimination and harassment, and provides equal employment opportunity without regard to race, color, religion, national origin, disability, veteran status, sexual orientation, gender identity, genetic information, sex or age. Duke is committed to recruiting, hiring, and promoting qualified minorities, women, individuals with disabilities, and veterans.	Faculty, Staff, Students
Harassment & Discrimination	General overview of the policy.	Faculty, Staff
Health System Pay Structure & Processes	Requirements and guidelines for determining compensation for Health System employees.	Faculty, Staff
Holidays for University Staff	Annual schedule of designated and discretionary holidays for University staff and staff in academic medical and research units.	Faculty, Staff
Hours Worked	Requirements for determining hours worked for hourly-paid staff.	Faculty, Staff
Jury Duty	Staff called for jury duty or subpoenaed as witness.	Faculty, Staff
Kiel Memorial Voluntary Vacation/PTO Donation Policy Program	Staff donating time off to others who have used up available paid time off.	Faculty, Staff
Leave for Parent Involvement in Schools	Conditions for taking leave for a child's school activities.	Faculty, Staff
Leaves of Absence	Requirements for taking a temporary leave of absence.	Faculty, Staff
Maintenance of Time Off Records	Individual schools/departments/units are responsible for maintaining accurate records for all staff time off.	Faculty, Staff
Minors in Duke University Programs	Requirements for having Minor participate in activities and programs.	Faculty, Staff
Nepotism (Hiring of Relatives)	Staff are not allowed to hire or supervise relatives unless an exception is approved by the vice president of HR.	Faculty, Staff
Non-Solicitation Policy	Circumstances for approval of outside solicitation.	Faculty, Staff
Orientation & Evaluation Period	Supervisor's role and responsibilities for orientation of a new staff employee.	Faculty, Staff
Paid Parental Leave	Requirements for paid leave for new parents within the first 12 weeks after the birth or adoption of a child.	Faculty, Staff
Participating in Duke Professional Development Opportunitities	Summary of development opportunities for staff and procedure for participation.	Staff
Pay Administration	Requirements for administration of pay for staff.	Faculty, Staff
Payout of Accrued Time (DUHS)	Payout of unused accrued leave upon resignation, layoff or retirement from DUHS.	Faculty, Staff
Payout of Accrued Time (University)	Payment of accrued and unused vacation time upon leaving Duke.	Faculty, Staff
Periodic Health Review	Certain staff positions require a periodic health review.	Faculty, Staff
Personnel File Access	Circumstances to allow employees to inspect or obtain a copy of their Duke/department personnel file.	Faculty, Staff
Pre-placement Health Reviews	Pre-placement health reviews are required for certain positions.	Faculty, Staff
Pre-placement Substance Abuse Screening Policy	DUHS staff and select university positions required to have a substance abuse screen before hire.	Faculty, Staff
Prohibited Weapons	Prohibits the possession, transfer, sale, or use of weapons, dangerous instruments on any Duke owned or leased premises.	Faculty, Staff, Students
Protected Health Information and Patient Privacy Policy	Requirements for authorized use and care of PHI and corrective actions when issues arise.	Faculty, Staff
Recording, Reporting & Payment of Work Time	Requirements for hourly staff to accurately report time and supervisor's responsibility to review and approval.	Faculty, Staff
Recruitment and Hiring	Requirements for the entire recruitment and hiring process (e.g. posting, interviewing, and offer of employment).	Faculty, Staff

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Duke Health Integrity Line and Duke Speak Up Program - (800) 826-8109